Privacy Policy

Note: This document is a draft based on the actual data flows of this tool. It should be reviewed by a solicitor specialising in UK GDPR and data protection law before publication.

1. Who We Are

The data controller for this website is:

Digital Zolutions GmbH
Stresemannstrasse 23
10963 Berlin, Germany
Phone: +49 30 75669980
Email: hallo@digital-zolutions.de
Website: https://estimate.digital-zolutions.com

Managing Director: Florian B. Stegmann
Commercial Register: Amtsgericht Charlottenburg, HRB 215880 B
VAT Identification Number: DE329618797

For any questions about this privacy policy or how we handle your data, please contact us at the email address above.

2. What Data We Collect and Why

2.1 Configuration Data (CRM Configurator)

When you use our CRM configurator, we collect the following:

• Your full name
• Your company name
• Your business email address
• Your business type or industry
• The CRM features you select during the configuration process
• Any additional notes you choose to include in the free text field

Legal basis: Article 6(1)(b) UK GDPR (steps taken at your request prior to entering a contract). This information is necessary for us to prepare a CRM proposal tailored to your business requirements.

How it is used: This data is sent by email to Digital Zolutions and used solely to create your personalised CRM proposal. It is not used for any other purpose, not sold to third parties, and not processed for advertising.

Retention: We retain your data for as long as necessary to process your enquiry and any resulting business relationship, and in any case no longer than 3 years from your last contact with us, unless legal obligations require longer retention.

2.2 Technical Data (Rate Limiting)

When you submit the configuration form, your IP address is temporarily held in our server memory. This is used solely to prevent misuse of our service (rate limiting: a maximum of 5 submissions per IP address per hour).

Legal basis: Article 6(1)(f) UK GDPR (legitimate interests in the security of our systems).

Retention: Your IP address is automatically cleared from memory within one hour and is never written to permanent storage or logs.

2.3 Local Browser Storage

This website stores the following data locally in your browser only. This data is never transmitted to our servers:

• Language preference (localStorage): Stores whether you prefer English or German.
• Cookie consent decision (localStorage): Stores your choice regarding cookie use.
• Session progress (sessionStorage): Stores your progress through the configurator during your browser session. This data is automatically deleted when you close the browser tab.

Legal basis: Article 6(1)(f) UK GDPR (legitimate interests in providing a functional website).

2.4 Cookies and Analytics (Consent Required)

We use Google Tag Manager and, where configured, Google Analytics 4. These services use cookies and may collect data about how you use this website. These services are only activated if you give explicit consent via our cookie banner when you first visit the site.

Legal basis: Article 6(1)(a) UK GDPR (consent).

Withdrawal: You can withdraw your consent at any time by clicking "Cookie settings" in the footer of this page. Withdrawal does not affect the lawfulness of any processing carried out before you withdrew consent.

Google Analytics: Provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. For information on how Google handles data, visit https://policies.google.com/privacy.

3. Email Delivery via ZeptoMail

The information you submit through the configurator is transmitted via ZeptoMail, an email delivery service provided by Zoho Corporation Pvt. Ltd. and Zoho Europe Limited. ZeptoMail acts as a data processor on our behalf under Article 28 UK GDPR.

Data is processed on servers located within the European Union. A Data Processing Agreement compliant with UK GDPR is in place with ZeptoMail.

Purpose: To deliver your configuration request to Digital Zolutions and to send you a confirmation email summarising your selections.

4. Sharing Your Data

We do not sell, rent, or share your personal data with third parties, except in the following circumstances:

• Data processors: ZeptoMail for email delivery (as described in Section 3 above).
• Analytics: Google Analytics 4, if you have given your consent.
• Legal obligation: Where we are required by law to disclose information.

Your data is never shared with third parties for marketing or advertising purposes.

5. International Data Transfers

ZeptoMail processes data within the European Union. Google Analytics may transfer data to the United States. Google LLC is certified under the EU-US Data Privacy Framework, which provides adequate protection for transfers from the UK under the UK GDPR adequacy regulations. For more information, see https://policies.google.com/privacy.

6. Your Rights

Under UK GDPR, you have the following rights:

• Right of access (Article 15): You can request a copy of the personal data we hold about you.
• Right to rectification (Article 16): You can ask us to correct inaccurate data.
• Right to erasure (Article 17): You can ask us to delete your data, subject to any legal retention obligations.
• Right to restriction of processing (Article 18).
• Right to data portability (Article 20).
• Right to object (Article 21): You can object to processing based on our legitimate interests.
• Right to withdraw consent (Article 7(3)): Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at: hallo@digital-zolutions.de

We will respond to all requests within one month.

7. Right to Complain

You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection. Contact details are available at https://ico.org.uk/make-a-complaint.

We would appreciate the opportunity to address your concerns directly before you contact the ICO. Please contact us first at hallo@digital-zolutions.de.

8. Security

This website is served exclusively over HTTPS with TLS encryption. All data transmissions between your browser and our servers are encrypted. We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction.

9. Changes to This Privacy Policy

We may update this privacy policy from time to time. The current version is always available at https://estimate.digital-zolutions.com/privacy. The date at the top of this page indicates when it was last updated.